Office & Executive Operations Coordinator

Magellan Jets•Quincy, MA

1d•Hybrid

About The Position

Magellan Jets is seeking a highly organized, proactive, and service-oriented Office & Executive Operations Coordinator to support the day-to-day operations of our headquarters and provide administrative support to members of the Executive Team. This role is ideal for someone who thrives in a fast-paced, in-office environment and enjoys balancing workplace operations, employee experience, and executive support. You will serve as a central point of contact for employees, visitors, and vendors while ensuring the office runs smoothly, efficiently, and professionally at all times. This role supports three key areas of the business: 50% of your time in Office & Facilities Operations, 30% of your time on Executive Support and 20% of your time on Employee Experience & Culture.

Requirements

2-4 years of experience in office coordination, administrative support, or workplace operations
Experience working in a professional, fast-paced office environment
Strong organizational skills with the ability to manage multiple priorities simultaneously
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Outlook, Teams, Excel, Word) or Google Workspace
Experience managing calendars or scheduling for multiple stakeholders
Familiarity with vendor coordinator and facilities management
Ability to work independently and collaboratively
Comfortable working in a dynamic and fast-paced environment
Discretion in handling confidential information

Nice To Haves

Experience supporting senior leaders or executives preferred

Responsibilities

Maintain office supplies, kitchen inventory, and equipment; proactively reorder as needed
Ensure all shared spaces (conference rooms, kitchen, common areas) are clean, organized, and guest-ready
Troubleshoot office equipment and coordinate with IT or facilities vendors for repairs
Manage incoming calls and direct inquiries appropriately
Oversee office access, security protocols, and opening/closing procedures
Coordinate mail, shipping/receiving, and deliveries
Plan and coordinate bi-monthly company lunches, including catering and dietary accommodations
Manage weekly snack and beverage ordering based on employee preferences and budget
Support planning and execution of team events, celebrations, and internal engagement initiatives
Coordinate milestone gifts (e.g., weddings, new babies, anniversaries)
Partner with internal teams to promote company initiatives, volunteer events, and employee programs
Support onboarding by preparing workspaces and welcome materials for new hires
Serve as the primary point of contact for building management and third-party vendors
Coordinate routine maintenance, repairs, and workplace improvements
Manage vendor relationships related to office services and supplies
Support enforcement of workplace safety protocols in partnership with internal leadership
Provide calendar and scheduling support for select members of the Executive Team
Help prioritize schedules, reduce conflicts, and ensure leaders are prepared for meetings
Maintain organized documentation, records, and administrative materials
Assist with preparation for meetings, presentations, and internal communications
Welcome clients and guests; support office tours and executive visits